04. Programs & Projects in HMIS

Overview

This article will help users understand how their agency’s projects will be represented in HMIS, how to determine in which project to enter client data, and the different name components of a data entry project in the system.

More About This — Further important information is found in this section.
Details — Specific details and/or step-by-step workflows will be described in this section.
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More About This

In ClientTrack, the terms Project and Program are interchangeable and refer to the same functionality.
Project and Program are terms that mean different things across federal agencies.
- A Program refers to the federal funding source (e.g., HUD CoC, HHS PATH, VA SSVF, etc.)
- A Project refers to a distinct unit of an organization as set-up in the HMIS, for example a specific housing unit or building.
The process for naming a data entry project in HMIS follows a set of naming conventions. Each part, or component, of the name gives a bit of information about the project.

Details

In ClientTrack, a program or a project is a technical term for a method to organize data into client transactions (services and enrollments) for data entry and reporting purposes. Understanding your agency’s projects, and where users should enter client data is crucial to client confidentiality and correct reporting.

Within an agency there can be one or more than one project that is designed to receive client-level data. For example, a HUD Coc funded Permanent Supportive Housing project would be one project, while a Rapid Re-housing project with Minnesota Housing funding is a second, separate project.

If you think of the agency as a home, each room is distinct, but it is all part of the same home. Every room in the home (agency) has different furniture or accessories (data) that fit the needs of that room. In HMIS, each project has data elements that are specific to that project.

A new project is setup when:

an agency joins HMIS,
an agency receives new funding from a mandated funder (mandated: requires agency to participate in HMIS),
an agency starts a new project,
an agency requests a new project for agency use.

HMIS Projects Naming Convention

Using a standard naming convention for HMIS projects allows users to quickly understand key information about the project. For example, when a user enrolls a client in a project based on funding from FHPAP, the project should have the words FHPAP in the name. If it does not, it is likely the wrong project to enroll the client in.

All data entry projects generally have 5 to 7 of the components listed below in their names:

You can see that a dash (-) separates the 7 components of the project's name.
If any of the first five components do not apply to a provider, a placeholder (<>) indicating that the component does not apply or is null will appear. Note that the “<>” will not be enclosed with dashes.
Please note that projects related to Coordinated Entry will have a slightly different name structure in HMIS. They are easily identified by the words Coordinated Entry Assessment or CED-Diversion near the end of the name.

HMIS project name components are each detailed below:

Component 1: Agency Name of Abbreviation
- Project providers will typically use the agency abbreviation or acronym.
Component 2: Project Type
- Most project types or funding components have standard HUD abbreviations.
Component 3: CoC of Service
- Minnesota is divided into 10 Continuum of Care regions.
Components 4 and 5: Funder Name and Funder Program
- Occasionally, projects in HMIS are funded with combined or multiple funding sources, and in this case the project name generally will follow this protocol: first and second funder will be separated using a forward slash (/). HUD funding will be named first, then State funding.
Component 6 and 7: Grantee, Project Name, Reference Name, etc.
- This component provides additional specifics related to the funder and funder program. FHPAP and ESG, for example, will have a grantee named for component 6. If a project does not have a specific grantee or name, this component is an optional field and does not require a <> “null” designation if not used. 
- Component 7 is designed as a quick reference point for agency use. An agency can choose what to use for this component. For example, you can use a location, program name, building number. This component is an optional field and does not require a <> null designation if not used.

A Note about Non-HMIS Participating Projects (NPPs)

HUD requires that the HMIS includes project descriptor information for all continuum projects participating in HMIS and all residential continuum projects, regardless of their participation in HMIS. If a project is not entering data into HMIS, this is considered a non-participating provider. Even if the funding source is common, if the provider is a Non-Participating Provider, NPP will be used for components 4 & 5 in the project name. These projects are easily identified by the letters NPP in the name.

Video

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